Workday Student - Project Manager

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Administration, Level B

Job Title

Workday Student - Project Manager

Department

Administration & Operations | School of Kinesiology | Faculty of Education

Compensation Range

$5,906.25 - $8,508.42 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

July 18, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

Jul 31, 2024

This is a 1 Year term position

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

UBC is embarking on a multi-year project to transform its academic and administrative support processes and systems environments for the entire UBC community with “Workday Student” projected to be implemented fall 2024. The vision for the Workday Student Program https://irp.ubc.ca/resources/student is to transform the way UBC supports learning and research, and how UBC can work to create a cohesive and integrated experience for students, staff, and faculty.

The Workday Student Project Lead position is a 1-year term that will be responsible for managing projects and activities for the development and implementation of all aspects of Workday Student within the School of Kinesiology.

This role works in collaboration with the Manager, Advising and Undergraduate Programming and the Primary Transition Leads for School of Kinesiology acting as a ‘hub’ for information sharing and ensuring all parties with the Department have the information they need to transition to the Workday Student system. The Project Lead maintains a “birds-eye” view of the project, anticipating all downstream impacts of decisions on faculty, staff, and students, developing mitigation strategies, and ensuring all appropriate stakeholders are informed.

Organizational Status

The Project Manager, Workday Student reports to the Associate Director, Undergraduate affairs.

The position will also act as a liaison with central UBC offices and committees responsible for Workday Student. Will collaborate with and support other staff in the School of Kinesiology, and more broadly with students, staff, and faculty within the Department throughout the transition and rollout of the Workday Student project.

Work Performed

Responsibilities include but are not limited to:

• Understands change management implications of projects, collaborates on designing change management strategies and tactics, integrates change management into project management plans, and leads the implementation of change management in projects.
• Plans, manages and leads workshops and information sessions; develops topics and background material; engaging speakers and facilitating workshop planning committees.
• Identifies and manages challenges, develops and implements strategies to mitigate issues, and develops contingency plans to ensure the timely completion of project deliverables. Takes a central role in articulating impacts, exploring the "what-if" scenarios for various project components, and following through with an action plan.
• Researches and writes project documentation including briefing notes, plans, schedules, reports, status updates, and using a variety of formats.Writes new SOPs or updates existing SOPs for all departmental processes and practices that will be modified as a result of Workday Student implementation.
• Fosters relationships with key groups, individuals and stakeholders within the School and more broadly across the University.
• Consults with and incorporates feedback from stakeholders involved in Workday Release 1 (Finance/HR).
• Demonstrates a deep understanding of project impacts and interdependencies to ensure the project plans are on track. Develops the overall plan for each initiative, monitors and manages the project schedule; drafts timelines; monitors milestones and progress; etc.
• Other duties as required.
• Integrates IRP functionality within operational practice through process development, training, evaluation and streamlining.
• Leads change management for the School working closely and attending regular meetings with the designated IRP Community Engagement Partner and Change Management Specialist for the School.
• Assists the Manager in implementing necessary changes to departmental processes and practices.Supports the adaptation of local student information ecosystem applications.
• Acts as one of the Primary Transition Leads for the School of Kinesiology for IRP Student.
• Identifies and manages challenges, develops and implements strategies to mitigate issues, and develops contingency plans to ensure the timely completion of project deliverables. Takes a central role in articulating impacts, exploring the "what-if" scenarios for various project components, and following through with an action plan.
• In addition to Workday Student functionality, develops documentation to support unit service model.
• Assesses change/gaps between new features and old systems and contextualizes change to faculty/staff to support transition within the School of Kinesiology.
• Manages and leads day-to-day project activities, follows up on action items and deliverables to ensure completion, and keeps the project on track and focused on achieving the intended outcome.
• Effectively liaises and develops supportive and collegiate partnerships with a broad range of stakeholders.
• Provides advice on business process and functional assessment, design and development.
• Understands implications of projects on the existing procedures and practices of the Department, and collaborates with the Manager, Undergraduate Advising and Programming to design change management strategies and tactics to ensure a smooth transition.
• Completes data validation and security role mapping for the Department. Identifies training needs and facilitates learning opportunities throughout the Department.
• Acts as the main point of contact for students, staff, and faculty within School of Kinesiology for information about Workday Student. Responsible for communicating updates and key messaging about IRP to all affected stakeholders within the Department.
• Assesses current business processes, reporting, and functions. Provide recommendations on how best to manage the required transition and changes to these areas.

Consequence of Error/Judgement

The position is in a key leadership role for ensuring that the IRP Program management practices are adopted within the Department workstream. Inability to establish effective program management practices could have an extremely negative impact on School’s adoption of Workday Student. Failure to effectively perform in this role would negatively impact the implementation of the new system for students, staff, and faculty in the School of Kinesiology.

Supervision Received

• Works independently with minimal supervision and broadly under the direction of the Associate Director, Undergraduate Affairs with a dotted line to Manager, Finance & Admin.

Supervision Given

• Will provide project direction to various team members on Workday Student related processes.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of three years of related experience, or the equivalent combination of education and experience.

• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• Familiarity with higher education student lifecycle (i.e., admissions, degree completion, curriculum, academic advising) an asset.
• Ability to lead change by creating a vision and taking appropriate action to ensure acceptance and support.
• High level of digital literacy and fluency in collaborative technologies to support communication, collaboration and complex project management.
• Ability to exercise sound judgment.
• Strong Project Management skill set and proven ability to be agile in a constantly changing environment and ability to provide project management guidance across work streams.
• Ability to prioritize and work effectively under pressure to meet deadlines.
• Excellent verbal and written communication skills
• Familiarity with Workday Student is considered an asset.
• Excellent time management and organizational skills. Ability to work independently in a self-directed way and take initiative in relation to carrying out assigned tasks. Must be proactive with demonstrated initiative and creative problem-solving skills. Demonstrated strategic and system thinking skills, with the ability to see the big picture while also drilling down into high volumes of details. Must have the ability to anticipate problems and issues and plan ahead, and to analyze problems, identify key information leading to effective resolutions. Ability to work independently and under pressure, and to meet deadlines.
• Ability to work effectively independently and in a team environment.
• Ability to communicate effectively in writing and orally, one-on-one and in public speaking roles is essential.
• Leadership and management skills with the ability to work within a team environment to guide, lead, collaborate and mentor staff.
• Ability to conduct needs analyses, plan, organize, manage, monitor, complete, and evaluate projects within allocated time and resources.
• Strong interpersonal skills with the ability to resolve conflicts at all levels.
• Ability to exercise tact and discretion.
• Experience in managing and supporting projects from multiple stages including design, development implementation, user training, iteration, and ongoing team support.
• Familiarity with UBC is considered an asset.
• Ability to maintain accuracy and attention to detail and effectively manage multiple tasks and priorities.
• Related experience in a university or large complex organization. Student service or academic advising experience at the post-secondary level preferred. Project management and program development experience required.
• Experience with designing organizational training tools.